Definitions
- Drop: Removal of one or more courses while remaining enrolled in at least one course during the term.
- Withdrawal: Removal from all courses for the term, ending enrollment for that semester.
General Policy
Students are responsible for completing all required procedures when dropping courses or withdrawing. Failure to officially drop or withdraw may result in a grade of “F.”
Students receiving financial aid should consult with the Financial Aid Office prior to dropping or withdrawing to understand potential impacts. Federal regulations require a recalculation of financial aid eligibility for students who withdraw before completing 60% of the term, which may result in a balance owed to the university.
The official date of a drop or withdrawal is the date it is completed in the student self-service portal or the date the student submits an Add/Drop form to their college, regardless of when the student last attended class. Refunds for dropped and withdrawn courses follow the schedule listed in the Drop and Withdraw Refund Schedule.
Dropping Courses
Procedure
Students must drop courses on or before the published deadline in the Academic Calendar .
Note: Student-initiated drops are not permitted after the published drop/withdrawal deadline.
Types of Drops
Drop with No Penalty:
If the drop is completed on or before the last day to drop without receiving a grade (see Academic Calendar ), no grade will be assigned, and the course will not appear on the student’s permanent record.
Drop with Penalty:
If the drop is completed after the no-penalty deadline but before the last day to drop/withdraw (see Academic Calendar), a grade of “W” will be assigned. The course and the grade of “W” will appear on the student’s permanent record.
If a grade of “W” is assigned prior to a finding of academic dishonesty, the student remains subject to the Academic Honesty policy, which may result in a grade of “F” replacing the “W.”
Note: Undergraduate students are encouraged to review the 6-Drop Limit policy in the catalog.
Instructor-Initiated Drops
Instructors may request to drop a student for reasons including:
Instructor-initiated drops must occur on or before the published Academic Calendar .
Students may appeal an instructor-initiated drop through the dean of the college offering the course.
Late Drop and Withdrawal Requests
After the published drop/withdrawal deadline:
- All requests to drop or withdraw after the deadline must be submitted through a formal Records Appeal Form to the Office of the Registrar & Student Records with supporting documentation. Requests are reviewed and approved by the Registrar.
Retroactive changes, including late drops and withdrawals, are approved only in cases of documented extenuating circumstances, for example: hospitalization, incarceration, debilitating mental illness, or a documented death or serious illness of an immediate family member.
Circumstances such as poor academic performance, time management issues, personal conflicts, or lack of awareness of university policies do not qualify.
Undergraduate 6-Drop Limit
Undergraduate students should review the Undergraduate 6-Drop Limit in the catalog.
Student-Athletes
Student-athletes must obtain approval from the Faculty Athletic Representative before making schedule changes after eligibility certification.
Withdrawal from the University
Students withdrawing from all courses must follow the drop procedures and:
- Return university property (e.g., library materials, equipment)
- Resolve all financial and academic obligations
Withdrawal Deadlines and Grades
- Before the no-penalty deadline: No grades assigned
- After the no-penalty deadline but before the withdrawal deadline: Grades of “W” assigned
If academic dishonesty is determined, a grade of “F” may replace a “W.”
Special Withdrawal Situations
Medical Withdrawal
Students experiencing documented extenuating medical circumstances after the drop/ withdrawal deadline and need to withdraw from the entire semester, must submit a Records Appeal Form to the Office of the Registrar & Student Records.
Requests must include supporting documentation and an explanation of how the circumstance prevented the student from completing the term or meeting the published Academic Calendar . Requests are reviewed and approved by the Registrar.
Examples of qualifying circumstances include:
- Personal medical emergency
- Death of an immediate family member (mother, father, child, spouse)
- Serving as the primary caregiver for a seriously ill immediate family member
Documentation Requirements:
- Requests should be submitted within the deadline and include documentation of the qualified event and personal circumstances.
Deadline for Submitting Appeal:
- 140 days from the close of the affected semester.
Refund requests:
Requests for a refund must be submitted separately through a tuition refund appeal to Student Financial Services in accordance with university policies.
Course load reduction for medical reasons:
Students who experience a documented medical circumstance after the drop/withdrawal deadline and need to drop one or more courses, but not withdraw from the entire semester, must submit a Records Appeal Form to the Office of the Registrar & Student Records.
Requests must include supporting documentation and an explanation of how the circumstance prevented the student from meeting the published Academic Calendar . Requests are reviewed and approved by the Registrar.
Qualified medical circumstances include:
- Personal medical emergencies
- Death of an immediate family member (mother, father, child, spouse)
- Serving as the primary caregiver to an immediate family member who is severely ill.
Requests must:
- Include supporting documentation
- Identify the specific course(s) impacted
- Explain how the circumstance prevented completion of those course(s) and prevented dropping by the deadline
Deadline for Submitting Appeal:
Within 140 days of the end of the term
Refund requests:
Requests for a refund must be submitted separately through a tuition refund appeal to Student Financial Services in accordance with university policies.
Military Withdrawal
In accordance with the Texas Education Code §54.006 (f), students called to active military service may:
- Request a refund of tuition and fees; or
- Request, as determined by the instructor, an incomplete grade, final grade, or course credit if most of the coursework is completed.
Official documentation must be submitted to the Office of the Registrar & Student Records.
Students receiving federal financial aid must also contact the Financial Aid Office.
University-Initiated Withdrawal
The university may withdraw students for administrative reasons, including:
Financial (Cashier) Withdrawal
- Students with outstanding financial obligations may be withdrawn
- Reinstatement is not permitted until balances are resolved
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